Help Center
Operation guides, frequently asked questions, and glossary
1. Navigate to Customers in the sidebar to view all customer accounts.
2. Click New Customer to create a new customer. Fill in company name, registration number, contact email, and settlement currency.
3. After creation, the system auto-generates a unique Client Code (e.g., CUS-330001). Click on a customer to view their detail page.
4. In the detail page, manage Contacts (add/edit contact persons), Pricing (set country-specific or global discount pricing), and Contracts (upload signed service agreements).
5. The Employees tab shows all employees under this customer. The Invoices tab shows all invoices billed to this customer.
Tips
Pricing priority: Country-specific price > Global discount on standard rate. If both exist, country-specific takes precedence.
Company name and registration number have duplicate checks to prevent accidental duplicates.
1. Navigate to Employees to view the employee list. Use filters to search by name, status, customer, or country.
2. Click New Employee to onboard a new employee. Select the customer, work country, and service type (EOR / Visa EOR / AOR).
3. The employee's salary currency is automatically set based on the work country's legal currency and cannot be changed manually.
4. Employee status flow: Pending Review → Onboarding → Contract Signed → Active → Offboarding → Terminated. Each transition requires manual confirmation except Contract Signed → Active (auto-triggered on start date).
5. In the employee detail page, manage Documents (contracts, visa documents, general files), view Leave Balance, Payroll History, and Adjustments.
Tips
For Visa EOR employees, the system auto-detects visa requirement based on nationality vs. work country. Upload visa documents in the Documents tab.
When an employee's start date arrives, the system auto-transitions from Contract Signed to Active at 00:01 Beijing time daily.
Leave balances can be initialized from the country's statutory leave types using the 'Initialize from Country' button.
1. Navigate to Payroll to view all payroll runs. Payroll runs are organized by country + month.
2. Auto-creation: On the 5th of each month (00:01 Beijing time), the system auto-creates draft payroll runs for the next month for all countries with active employees.
3. Auto-fill: Draft payroll runs are auto-filled with active employees. Mid-month starters get pro-rata salary (remaining working days / total working days).
4. Cutoff: On the 4th of each month (23:59 Beijing time), submitted adjustments and leave records for the current month are automatically locked and included in payroll.
5. Review the payroll detail, verify amounts, then submit for approval. Status flow: Draft → Pending Approval → Approved → Processing → Completed.
6. You can manually create payroll runs at any time using the New Payroll Run button.
Tips
Unpaid leave deductions are automatically calculated during auto-fill: daily rate × leave days, where daily rate = base salary / working days in month.
Service fees are automatically calculated based on customer pricing configuration.
Cross-month leave is automatically split by natural month. Only the current month's portion is locked during payroll cutoff.
1. Navigate to Invoices to view all invoices. Use the tabs to switch between list view and monthly overview.
2. Create invoices from completed payroll runs using Generate Invoice. The system aggregates payroll data by customer and calculates service fees.
3. Invoice status flow: Draft → Pending Review → Sent → Paid. Invoices can also become Overdue (auto-detected daily) or be Cancelled (before paid).
4. Credit Notes can only be created for Paid invoices. Cumulative credit notes for one invoice cannot exceed the original invoice total. Deposit invoices only support full-amount credit notes.
5. Apply Credit: Credit notes can be applied to invoices in Pending Review status only. This must be done before sending the invoice to the customer. You can apply from either the credit note detail page or the invoice detail page (bidirectional).
6. PDF Export: Click the PDF button to download a professional invoice PDF. The PDF includes billing entity info, customer details, line items, credit applied details, and adjusted amount due.
7. Finance Managers can see real-time exchange rate comparison in the Total Due section for non-USD invoices, showing the USD equivalent and markup difference.
Tips
Invoice numbers are auto-generated using the billing entity's prefix (e.g., EGHK-202602-001).
Overdue detection runs daily at 00:03 Beijing time. Sent invoices past their due date are automatically marked as Overdue.
Cancellation is allowed for Draft, Pending Review, Sent, and Overdue invoices — but not for Paid invoices (use Credit Note instead).
Credit note apply amount cannot exceed the credit note's remaining balance or the invoice's remaining payable amount (whichever is smaller).
Deposit invoices are excluded from total revenue statistics. They are tracked separately as Deferred Revenue (liability) on the Dashboard.
1. Navigate to Leave to view all leave records. Filter by employee, status, or leave type.
2. Click New Leave to create a leave request. Select the employee, leave type, start/end dates, and optionally mark as half-day.
3. Cross-month leave is automatically split by natural month. For example, a leave from Jan 28 to Feb 3 becomes two records: Jan 28-31 and Feb 1-3.
4. Leave status flow: Submitted → Locked (auto-locked during payroll cutoff on the 4th). Leave can be Cancelled before being locked.
5. Unpaid leave is automatically deducted from payroll during auto-fill. The deduction is calculated as: daily rate × leave days.
Tips
Leave balances are tracked per employee per leave type per year. Initialize from country defaults using the button in employee detail.
Only the current month's portion of cross-month leave is locked during cutoff. Future months remain cancellable.
1. Navigate to Adjustments to view all adjustment records. Filter by type (bonus, allowance, reimbursement, deduction) or status.
2. Click New Adjustment to submit an adjustment. Select the employee, type, amount, effective month, and provide a description.
3. Adjustment status flow: Submitted → Locked (auto-locked during payroll cutoff on the 4th). Adjustments can be Cancelled before being locked.
4. Locked adjustments are automatically included in the payroll run for the effective month.
Tips
Adjustment types: Bonus (one-time payment), Allowance (recurring benefit), Reimbursement (expense claim), Deduction (salary reduction).
1. Navigate to Countries to view all pre-configured countries. Countries are pre-populated with legal currency, payroll cycle, and statutory leave types.
2. A country becomes Active when it has service fees configured (EOR/AOR/Visa). Countries without service fees are Inactive.
3. Click the edit button to configure service fees: EOR monthly rate, AOR monthly rate, and Visa one-time setup fee.
4. The country detail panel shows pre-populated legal information (currency, payroll cycle, probation period, notice period, working days, leave types) as read-only.
Tips
Standard rates: APAC countries default to $249 USD/month for EOR; non-APAC countries default to $449 USD/month.
1. Navigate to Billing Entities under Finance to manage your legal entities that issue invoices.
2. Create a billing entity with: entity name, legal name, invoice prefix (unique, used for invoice numbering), address, tax ID, and bank details.
3. Each billing entity generates invoices with its own numbering sequence (e.g., EGHK-202602-001, EGSG-202602-001).
Tips
Invoice prefix must be unique across all billing entities. The system enforces this at both database and application level.
1. Navigate to Settings → User Management (admin only) to manage system users and their roles.
2. Available roles: Admin (full access), Customer Manager (customer & employee management), Operations Manager (payroll & operations), Finance Manager (invoices & billing), User (read-only).
3. Admin and User are exclusive roles — they cannot be combined with manager roles. Manager roles can be combined (e.g., Customer Manager + Operations Manager).
4. Dashboard tabs are role-restricted: Overview (all), Operations (admin + operations_manager), Finance (admin + finance_manager), HR & Leave (admin + operations_manager), Activity Log (admin only).
Tips
To promote a user to admin, update the role in Settings → User Management. Only existing admins can change roles.